entering customer sales/invoices

See Also: Invoice Settings

SALES

Both systems are designed to track your sales and inventory. Your inventory is updated as you create invoices. Sales data is then available for weekly summaries, charts and graphs or reports. Hostess credit is automatically tracked. The Director’s Assistant also has the ability to track consultant sales information which is used for charts and graphs, reports or imported into DAAP or other word processors.

Invoicing

You can create customer invoices for any products you sell, use for personal use, give away as gifts, or take for demo use. By creating the invoice using the program, the products listed are automatically subtracted from your current inventory. (This can be de-activated with the "sales adjust inventory" button on the invoice tab in settings.) This will allow you to keep your inventory current and up to date. After processing the invoice, the sales information will be automatically transferred to your customers Sales This/Last Year fields, products are removed from inventory and are displayed on the customer screen under the Past Purchase window Sales information is available to create Weekly Summaries, graphs as well as various sales reports. The contact’s Last Order field and Last Contact field will be updated as long as the invoice date is later than the date already in the field.

Creating an Invoice

Creating invoices is quick and easy. To create an invoice, you must first locate the contact file of the person you will be creating the invoice for.

Click on the Invoice Icon on the tool bar. Or Select “Create Invoice” from the “Sales” menu, or Hold down Ctrl and type i

The invoice setup window will appear in the center of your screen . Make the appropriate selections and select O.K. if you wish to continue, or cancel if you wish to return to the contact record.

Select the type of Sale - Reorder, Skin Care Class, Facial , Direct Support, or Double FacialIt’s important to identify the type of sale so that the system can track your sales and accurately reflect your sales information in your Weekly Summary. If you are not using the system for your own weekly summaries and have removed the check from “Automatically Create Weekly Summaries” in the Invoice tab in Settings, the additional class and facial windows below will not appear and you will move directly into the invoice.

Reorder - The reorder option will report your reorders separately on weekly accomplishment sheets as well as sales reports. The “Time Spent” field will only appear for Reorders and Preferred Customer sales. Values entered, will appear in your weekly accomplishment sheets.

Skin Care Class - Facial To track class sales, the system needs to know which skin care class the sale you are entering was from. When creating invoices for skin care classes, the system searches for any classes that have been scheduled in the calendar. If you are entering the first sale for the class and have not utilized the calendar to schedule the class with the hostess, a message will appear stating “No Recent Classes Found. Please Enter a New Class.” Click OK to schedule a class with the current contact as hostess and move on to the Class Information Sheet. It’s important to identify the hostess as this is the person who will appear on the weekly summary as well as receive the appropriate hostess credit. If you do not use the calendar to schedule appointments, start with the hostess when entering Skin Care Class sales. The hostess’ information is displayed along with class totals on your weekly accomplishment sheet.

Double Facials - Instructions for Skin Care Class apply to Facials and Double Facials as well. “Facials” invoices are created for single facials only, if there were two people present remember to use the Double Facial selection.

Discount - If you are giving a discount to a customer and wish to enter it here you may. You will also be able to utilize the discount option on the invoice itself. If you have set a customer discount in the contact window, the discount entered here will override that selection for this invoice only. It will not change the customer’s default discount in the contact window.

Date of Sale - Today’s date will be the default date on the invoice. This should reflect the actual date of the sale to ensure that your Weekly Summaries will include the correct sales history. You can either type in the date, i.e.) 020497, or double click on the date field and review a calendar to verify dates. Double clicking on the day of the month in the calendar will insert that date.

Time Spent - This field appears when entering Reorders or Preferred Customer sales. Enter the amount of time spent on the sale and it will automatically be added to your weekly accomplishment sheet.

If you have utilized the calendar to schedule the class or if the class was created with your last sale, your class will appear in the “Select Recent Class” window where all recently scheduled classes are displayed. If the class you are entering the sale for appears on the list, click on the class to highlight it and click OK to move on to the Class Information Sheet.

If the Select Recent Class window is not displaying the class for the sale, click “Add” to schedule the class with the current contact as hostess.

Information entered into the Information Sheet is used for your weekly summary. You can move from field to field with the mouse or the tab key. Fill in the information you have and select O.K. to continue, cancel to return to the contact window.